Agenda and minutes

This meeting is to be webcast. Members are reminded of the need to activate their microphones before speaking. The Assistant Director of Governance and Performance Management will read the following announcement:

“The chairman would like to remind everyone present that this meeting will be broadcast live to the internet (or filmed) and will be capable of repeated viewing (or another use by such third parties).

If you are seated in the lower public seating area it is likely that the recording cameras will capture your image and this will result in the possibility that your image will become part of the broadcast.

This may infringe your human and data protection rights and if you wish to avoid this you should move to the upper public gallery.”

The Assistant Director, Governance reminded everyone present that the meeting would be broadcast live to the Internet, and that the Council had adopted a protocol for the webcasting of its meetings.

To declare interests in any item on the agenda.

There were no declarations of interest by members of the Council under this item.

(a)          Apologies for Absence

(b)          Green Apple Award for Environmental Achievement

The Green Apple Environment Award is awarded to organisations that have shown effective use of environmental efficiency. The Council has won the silver award for the various building works implemented to save energy and carbon, as well as the solar panel array on the Civic roof to generate electricity.

The Chairman will present the Green Apple Environment Award to Councillor Lion.

(c)          Chairman’s Announcements

(a)          Green Apple Award for Environmental Achievement

The Chairman advised that the Green Apple Environment Award was awarded to organisations that had shown effective use of environmental efficiency. The Council had won the silver award for the various building works implemented to save energy and carbon, as well as the solar panel array on the Civic roof to generate electricity.

The Chairman presented the Green Apple Environment Award to the Technology and Support Services Portfolio Holder, Councillor A Lion.

(b)          Announcements by the Chairman of Council

(i)            Chairman’s Events

The Chairman informed members that he had attended many events across the District including Christmas parties held in Buckhurst Hill and North Weald. He thanked members for attending Remembrance Services’ around the District in November, whilst he had attended the services in Epping and North Weald where he had met veterans from Norway. The Chairman informed members that spaces were still available for his Chairman’s quiz.

Furthermore, the Chairman thanked all members that had contributed to

the Christmas donations request for the Woman’s Refuge in Epping Forest, as he had been able to purchase gifts for all the children and women and set up an emergency fund for future years.

(ii)           Floral Display

The Chairman announced that he intended to send the flowers from tonight’s meeting to the Sheltered Housing Accommodation at Pelly Court, Epping.

To answer questions asked after notice in accordance with the provisions contained within Part 4 of the Council Rules of the Constitution on any matter in relation to which the Council has powers or duties or which affects the District:

(a)        to the Leader of the Council;

(b)        to any Portfolio Holder; or

(c)        to the Chairman of the Overview and Scrutiny Committee.

Questions, if any, will follow if not received in time to be incorporated into the agenda.

The Council noted that there were no public questions submitted for consideration at the meeting.

To answer questions asked after notice in accordance with the provisions contained within the Council Rules in Part 4 of the Constitution on any matter in relation to which the Council has powers or duties or which affects the District:

(a)                  to the Chairman of the Council;

(b)                  to the Leader of the Council;

(c)                  to any Member of the Cabinet; or

(d)                  the Chairman of any Committee or Sub-Committee.

The Council Rules provide that answers to questions under notice may take the form of:

(a)             direct oral answer;

(b)             where the desired information is in a publication of the Council or other published work, a reference to that publication; or

(c)             where the reply cannot conveniently be given orally, a written answer circulated later to the questioner.

Answers to questions falling within (a) and (b) above will be made available to the member asking the question one hour before the meeting. Answers to questions falling within (c) above will be circulated to all councillors.

Questions, if any, will follow if not received in time to be incorporated into the agenda.

The Council noted that there were no members questions submitted for consideration at the meeting.

To consider the attached report to be presented by Stephen Lye on behalf of the independent Remuneration Panel.

The Chairman of the Remuneration Panel, S Lye presented a report following the annual review of the Members’ Allowance Scheme which including the following aspects:

(a)          Basic Allowance;

(b)          Special Responsibility Allowances;

(c)          Chairman and Vice-Chairman of Council;

(d)          Independent Members; and

(e)          Revised Scheme and Guidance.

The Leader indicated that Council would not support the increase in Special Responsibility Allowance’s for 2018/19 and the report with that amendment was  ADOPTED

ReSOLVED:

Members’ Allowances Scheme

Basic Allowance

(1)       That no change be made to the level of Basic Allowance of £4,300.00 per member per annum, currently included in the Council’s Members’ Allowances Scheme for the 2018/19 municipal year;

Special Responsibility Allowance

(2)       That no change be made to the application or implementation of the Special Responsibility Allowances currently included in the Members’ Allowances Scheme for the 2018/19 municipal year;

(3)       That no change be made to the implementation level of Special Responsibility Allowance applied to the responsibilities identified in the Members’ Allowances Scheme;

Chairman and Vice-Chairman of Council

(4)       That from the 2018/19 municipal year, the annual total Special Responsibility Allowance for the positions of the Chairman and Vice-Chairman of the Council be £10,750.00, to be applied as follows:

·                                   Chairman of the Council - £8,600.00 per annum (80%); and

·                                   Vice-Chairman of the Council - £2,150.00 per annum (20%).

(5)       That the application of Special Responsibility Allowance for the Chairman and Vice-Chairman of the Council be included within the Members’ Allowances Scheme from the 2018/19 municipal year;

Independent Members

(6)       That the level of the annual allowance applied to the position of independent members of the Standards Committee, be increased to £500.00 per annum from the commencement of the 2018/19 municipal year;

Revised Scheme and Guidance

(1)          That, subject to the above recommendations and other administrative matters set out in the report, the Members’ Allowances Scheme and Guidance for 2018/19 attached as Appendix 1, be adopted and implemented with effect from 25 May 2018; and

(2)          That the Statement of Implementation of the Special Responsibility Allowances set out in the Members’ Allowances Scheme, attached as Appendix 2 be agreed.

To receive reports and any announcements from the Leader and members of the Cabinet on matters falling within their area of responsibility:

(a)        Report of the Leader;

(b)        Report of the Assets and Economic Development Portfolio Holder (attached);

(c)        Report of the Environment Portfolio Holder (attached);

(d)        Report of the Finance Portfolio Holder (attached);

(e)        Report of the Housing Portfolio Holder (attached);

(f)        Report of the Leisure and Community Services Portfolio Holder (attached);

(g)        Report of the Planning and Governance Portfolio Holder (attached);

(i)         Report of the Safer, Greener and Transport Portfolio Holder (attached); and

(j)         Report of the Technology and Support Services Portfolio Holder (attached).

(a)          The Leader of Council

The Leader advised following previous weeks Extraordinary Council meeting regarding the publication of the submission version of the Epping Forest District Local Plan, members had put forward their concerns and opinions, contributing to an important act of local democracy which was discussed in an open and transparent manner. There had been 150 residents attend, 580 website views on the evening and 280 website views subsequently. The representation period was now open until 5 pm on Monday 29 January 2018, with versions of the document being available online, in libraries, Town and Parish Councils and leisure centres.

Councillor C Whitbread advised he had also attended the Youth Conference, which had discussed issues effecting young people across the district. On the 8 December he had met with the Epping Forest District’s Members of Parliament, The Right Honourable Eleanor Laing MP and Alex Burghart MP regarding the Local Plan and would be meeting with Robert Halfon MP in the New Year. He had also attended the Chairman’s Carol service at St John’s Church in Epping.

(b)          Finance Portfolio Holder

Councillor G Mohindra advised that the Council, as part of the Greater Essex group  had not been successful in securing the Business Rate pilot scheme, although they may apply again in future. 

(c)          Safer, Cleaner and Transport Portfolio Holder

Councillor S Kane advised that the North Essex Parking Partnership had changed the process for parking scheme nominations. Schemes would now be considered in October of each year.

(d)          Technology and Support Services Portfolio Holder

Councillor A Lion advised that the Council had been successful in being awarded a partnership with the Design in the Public Sector Programme, to consider the public health challenges and reduce the number of hospital emission for the over 75 population in the district.

(e)          Planning and Governance Portfolio Holder

Councillor J Philip advised that the Council’s response to the Boundary Commission for England on new Parliamentary Constituency Boundaries was not objecting to North Weald becoming part of Harlow Constituency but affirming the importance of North Weald’s connection to the Epping Forest District.

The Council Rules provide for questions by any member of the Council to the Leader or any Portfolio Holder, without notice on:

(i)            reports under the previous item; or

(ii)           any other matter of a non operational character in relation to the powers and  duties of the Council or which affects all or part of the District or some or all of  its inhabitants.

Council Rules provide that answers to questions without notice may take the form of:

(a)            direct oral answer from the Leader or, at the request of the Leader, from another member of the Cabinet;

(b)            where the desired information is in a publication of the Council or other published work, a reference to that publication;

(c)            where the reply cannot conveniently be given orally, a written answer circulated later to the questioner; or

(d)            where the question relates to an operational matter, the Leader or a member of the Cabinet will request that a response be given direct to the questioner by the relevant Chief Officer.

In accordance with the Council Rules, a time limit of thirty minutes is set for questions. Any question not dealt with within the time available will receive a written reply. The Chairman may extend this period by up to a further 10 minutes at their discretion.

(a)          Parking Enforcement in the Council’s Ongar Car Park

Councillor P Keska asked the Safer, Cleaner and Transport Portfolio Holder whether he was aware of a volunteer in Ongar, who had been given a parking ticket for using one of the dedicated library spaces on a Sunday when the library was closed.

Councillor S Kane advised that he had not been aware and would investigate, although he advised that an enforcement officer had followed the correct policy, which ensured that users were correctly parking.

(b)          Epping Forest Retail Park

Councillor S Murray asked that the Assets and Economic Development Portfolio Holder whether there were any future plans at the Epping Forest Retail Park to;

(i)            reconsider the crossing arrangements for pedestrians at the Langston Road and Chigwell Lane Junction;

(ii)           for an impact assessment on other Council owned retail areas within the immediate area, in particular the Broadway; and

(iii)          have a bus service into the Retail Park.

Councillor A Grigg advised that following Councillor S Murray previous question at Council in November, she had visited the Retail Park to examine the car park usage and pedestrian crossings. She confirmed that it appeared commuters had been using the car park, although this had been rectified. She had observed that the traffic light sequences used to cross the Langston Road and Chigwell Lane junction required careful observation and these concerns had been raised with Essex County Council (ECC) Highways. Although ECC had confirmed that the lights had passed the Safety Audit, she thought that this situation could be improved. She suggested that the safe crossing point for pedestrians to access the Retail Park was the Puffin Crossing by Debden Tube Station. Regarding the bus service, she informed members that this would not be viable because of the space required for buses, potential loss of parking spaces and the additional costs involved now that the Retail Park had been built. Lastly, she advised that there were no plans for an impact assessment, but she would look into this and respond via the Members Bulletin.

(c)          Online Catalogue for the Epping Forest Museum

Councillor C C Pond asked the Leisure and Community Services Portfolio Holder whether she would convene a meeting between Local Historical Society and the Museum, to compile an online catalogue of documents and artefacts that the Epping Forest Museum held.

Councillor H Kane advised that she thought that this was a good idea and would speak to officers.

(d)          Buckhurst Hill Conservation Area

Councillor G Chambers asked the Safer, Cleaner and Transport Portfolio Holder whether the proposed Conservation Area for Buckhurst Hill would progress in 2018.

Councillor S Kane advised that it most probably would.

(e)          Gazetteer System - Street Naming and Numbering

Councillor J H Whitehouse asked the Technology and Supports Services Portfolio Holder whether Parish and Town Councils could be consulted to enable commemorative names associated with the area to be used for the naming of roads or developments in the district.

Councillor A Lion advised that it  ...  view the full minutes text for item 77.

To consider any motions, notice of which has been given under Council Rules.

Motions, if any, will follow if not received in time to be incorporated into the agenda.

The Chairman reported that there were no motions to be considered at this meeting.

(Finance Portfolio Holder) To consider the attached report.

Mover: Councillor G Mohindra, Finance Portfolio Holder

Councillor G Mohindra submitted a report seeking Capital supplementary funding for the Epping Forest Shopping Park, the surrender of the Glyn Hopkins Ltd lease in Waltham Abbey and the installation of CCTV systems in Council-owned car parks.

Report as first moved ADOPTED

RESOLVED:

(1)        That a Capital supplementary estimate in the sum of £741,000 for the Epping Forest Shopping Park development be approved;

(2)        That a Capital supplementary estimate in the sum of £52,000 for the surrender of a lease by Glyn Hopkins Ltd in Waltham Abbey be approved; and

(3)        That a Capital supplementary estimate in the sum of £20,000 for the installation of CCTV systems in Council-owned car parks be approved.

(Finance Portfolio Holder) To consider the attached report.

Mover: Councillor G Mohindra, Finance Portfolio Holder

Councillor G Mohindra submitted a report regarding the Local Council Tax Support Scheme for 2018/19.

Report as first moved ADOPTED

            RESOLVED:

            That the revised Local Council Tax Support Scheme 2018/19 be approved.

(The Leader of Council) To consider the attached report.

Mover: Councillor C Whitbread, the Leader of Council

Councillor C Whitbread submitted a report regarding the Corporate Plan 2018-23 and the Corporate Specification for 2018/19.

Report as first moved ADOPTED

            RESOLVED:

(1)           That the Corporate Specification for 2018/19 be adopted;

(2)           That the Corporate Plan 2018 – 23 be adopted; and

(3)           That the Leader of Council, in consultation with the Chief Executive, be authorised to agree any further changes to the Corporate Plan 2018 – 23 and Corporate Specification 2018/19.

(Safer, Cleaner & Transport) To consider the attached report.

Mover: Councillor S Kane, Safer, Cleaner & Transport Portfolio Holder

Councillor S Kane submitted a report seeking a supplementary estimate for the appointment of Parkguard Security Company, to provide regular uniformed patrols in the District for a short term period between 2 January and 31 March 2018.

Report as first moved ADOPTED

RESOLVED:

(1)        That a District Development Fund supplementary sum of £25,000 for Parkguard Security Company to provide regular uniformed patrols in the district until 31 March 2018 be approved. 

(Chairman of Audit & Governance Committee) To consider the attached report.

The Director of Governance, C O’Boyle presented a report on behalf of the Chairman of the Audit and Governance Committee regarding the revised and updated Whistleblowing Policy and Procedure.

Report as first moved ADOPTED

            RESOLVED:

(1)        That the revised Whistleblowing Policy and Procedure, attached at Appendix 1 to the minutes be approved.

(a)          For the Chairman of the Overview and Scrutiny Committee and to answer any questions without notice asked in accordance with Council Rules.

The Chairman of the Overview and Scrutiny Committee, M Sartin advised that Transport for London (TfL) officers would be attending the next meeting on the 9 January 2018, to discuss the buses services provided in the south of the district and all members were welcome to attend.

(a)          To receive from Council representatives the reports (attached - if any) on the business of joint arrangements and external organisations and to receive answers to any questions on those bodies which may be put without notice; and

(b)               To request written reports from representatives on joint arrangements and external organisations for future meetings.

The Chairman informed members that there were no reports to be considered on the business of joint arrangements and external organisations.

(Head of Paid Services) To consider the attached report.

The Head of Paid Services, G Chipp presented a report on the establishment of a Senior Management Selection Panel and Senior Management Appeals Panel following the Cabinet decision on 7 December 2017, to create a Common Operating Model and restructure of the Council’s chief officer positions. The Councils Constitution set out the Officer Employment Procedure Rules for these matters and required the Council to make appointments of both panels. The Council also noted a change to the Officer Employment Procedure Rules reported by the Chief Executive. 

RESOLVED:

Senior Management Selection Panel

(1)           That Councillors C Whitbread, A Grigg, G Mohindra, M Sartin, C P Pond, B Jennings and B Surtees be appointed on the Senior Management Selection Panel;

(2)           That the selected members undertake prior Recruitment and Selection training as required by Part 4 of the Constitution;

(3)           That Councillor C Whitbread be appointed Chairman and Councillor M Sartin be appointed Vice Chairman of the Senior Management Selection Panel;

(4)           That the Selection Panel’s Terms of Reference/Delegations be agreed as follows:

“In accordance with the Officer Employment Procedure Rules set out in Part 4 of the Council’s Constitution:

(i)         To undertake the recruitment and selection of Chief Executive and Chief Officer positions as necessary;

(ii)        To appoint to the proposed Chief Officer positions subject to the Objection Procedure.

(iii)       To recommend the appointment (if necessary) of the Chief Executive to the Council subject to the Objection Procedure.

(iv)       To undertake the functions of the redundancy panel procedure including:

·                     Ensuring that those affected are informed and consulted

·                     Considering proposals to make any Chief Officer post holders redundant

·                     Taking into account consideration of alternative proposals from those affected by such proposals

·                     Whether alternative positions may be available; and

(v)        Consequent on (iv) above, notifying the Executive and making recommendations to Council accordingly; and

(vi)       To make recommendations to the Council on designations of the statutory officers positions and their deputies as necessary.”

Senior Management Appeals Panel

(5)           That Councillors S Stavrou, G Chambers, H Kane, J Philip, J Jennings, C C Pond and J M Whitehouse be appointed on the Appeals Panel;

(6)           That the selected members to undertake prior Appeals training;

(7)           That Councillor J Philip be appointed Chairman and Councillor S Stavrou be appointed Vice Chairman of the Senior Management Appeals Panel;

(8)           That the Appeals Panel’s Terms of Reference/Delegations be as follows:

“In accordance with the Officer Employment Procedure Rules set out in Part 4 of the Council’s Constitution:

(i)            Hear and adjudicate appeals made by Chief Officers on any determination of redundancy made by the Selection Panel and recommend to Council on the dismissal (or otherwise) of those Officers”

(9)           That for the purposes of these Panels, the Chief Executive be the ‘Proper Officer’ as defined in the Officer Employment Procedure Rules or, subject to (3)(i) above, another officer nominated by him; and

(10)        That the monitoring officer amend the current Officer Employment Rule 12.1 so that the last sentence reads “ Redundancy and/or  ...  view the full minutes text for item 86.